Branch Administrator

DSG - USADeBusk- Industrial Services Division; Greensboro (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

USA DeBusk is seeking a Branch Administrator to provide comprehensive administrative support across the branch. The role requires coordination with multiple departments and corporate personnel, ensuring timely submittals of all job tickets with a high level of confidentiality and accuracy.

Responsibilities include onboarding, background checks, payroll entry, PO/invoice processing, billing, AR management, and maintaining files.

Qualifications

• High School Diploma or equivalent required.
• 2-5 years of related administrative experience.
• Proficiency in Microsoft Office including Outlook and Excel.
• Basic Payroll knowledge.
• Strong time management and communication skills.
• Ability to learn customer systems for large projects and meet submittal deadlines.
• Ability to meet daily and weekly deadlines for all departments.
• Willing to work additional hours and be team oriented.

Responsibilities

• Conduct new hire process from start to finish and enter new employees in ADP for HR approval.
• Run background checks/MVRS and arrange drug/alcohol screens and uniforms orders.
• Collect and verify weekly hours from timesheets and input into payroll systems.
• Obtain approved non-billable shop tickets and add to payroll spreadsheet.
• Issue Purchase Orders and enter POs into Oracle.
• Approve and process invoices in Oracle and maintain ledgers.
• Manage billing and sales activities including invoices and collections.
• Prepare AR aging reports and contact customers for payments.
• Provide weekly AR summaries to Branch Manager.
• Maintain customer and personnel files and employee roster.
• Oversee random selection program (DDCHA, DCCHT, FMSCA, DCCOF).
• Perform general email correspondence and document scanning as needed.

Skills

Time management

Communication skills

Payroll knowledge

Education

High School Diploma or equivalent

Tools

Microsoft Office

Outlook

Excel

ADP

Job description

Company Profile:

USA DeBusk offers the industrial infrastructure sector a technologically advanced and complementary suite of high-value traditional and specialty services for turnarounds, routine maintenance, and unplanned outages. We help customers save time, reduce costs, and optimize their processes while assuring best-in-class safety and compliance. Primary service lines include chemical cleaning; emission controls; fabrication services; FCCU/rod catalyst handling; hydro blasting; hydro excavation; hydro cutting; inert catalyst handling; inspections; mechanical rental; nitrogen; pigging, descaling & filtration; pipeline integrity and field services; reactor cleaning; tank cleaning; transportation; unit decontamination; vacuum services; and waste solutions. USA DeBusk was founded in 2012, and our headquarters is in Deer Park, TX. We operate numerous offices, service centers, and customer-site-based locations across North America. Visit www.usadebusk.com for more information.

Summary Objective:

The Branch Administrator is responsible for providing overall administrative support for the Branch. The Branch Administrator provides routine and complex support to different departments, and ensures all day-to-day operations are completed by the required time. The Branch Administrator will have excellent communication skills and coordinate with all Branches and Corporate personnel, ensure timely submittals of all job tickets. The Branch Administrator will have a high level of confidentiality and accuracy.

Responsibilities:

May include, but are not limited to, the following

• Conduct new hire process from beginning to end in accordance with company policies and deadlines and enter new employees in ADP for Corporate HR approval.
• Responsible for running background checks/MVRS, setting up employees for drug and alcohol screens, physicals, and uniforms orders.
• Collect and ensure accuracy of weekly hours by cross referencing timesheets and entering hours in spreadsheet, and ADP after approval by Manager.
• Obtain approved non-billable shop tickets and add to payroll spreadsheet.
• Responsible for issuing Purchase Orders and entering POs into Oracle.
• Obtain approval and signatures for invoices and enter invoices into Oracle.
• Maintain accurate spreadsheets with POs and invoice totals.
• Process billing and sales activities including invoices in Oracle and remitting for payment in Fieldglass; mail/email customers invoices after Salesmen approval.
• Run AR aging report and contact customers for payment.
• Provide Branch Manager weekly summary for AR collection issues.
• Maintain file system for customers and personnel.
• Maintain employee roaster current and up to date.
• Responsible for the random selection program (DDCHA, DCCHT, FMSCA, and DCCOF).
• Run customer specific background checks.
• Print, copy, scan, send, receive, and response to emails.

Requirements

Required Qualifications:

• High School Diploma or equivalent
• 2-5 years of related experience
• Proficiency in Microsoft Office including Outlook and Excel.
• Basic Payroll knowledge
• Time management and excellent communication skills
• Ability to quickly learn our customers’ systems for large projects (CCM, Track, Arriva, etc.), and work with customers contacts to meet scheduled submittals.
• Ability to meet all daily and weekly deadlines for all departments.
• Ability to perform other duties as assigned.
• Must be dependable, willing to work additional hours as required and be team oriented.
• Have a knack for working in a fast-paced environment
• You highly value organization
• You work well in a team environment but can work independently as needed
• Have a passion for finding efficiencies and getting things done

Preferred Qualifications:

• Oracle experience preferred
• Workforce Now Time, and Attendance experience preferred,
• Track System time tracking software knowledge (highly preferred)

Physical Requirement to be performed with or without reasonable accommodations :

• Must be capable of regularly speaking and hearing while utilizing hands to control or manipulate objects.
• Must be capable of seeing close vision.
• Must be willing and capable of sitting, standing, walking, stooping, bending, or reaching above the shoulders.
• Must be willing and physically capable of lifting objects weighing up to 25 pounds occasionally.
• Must be willing and capable in performing computer-based tasks while sitting or standing at a computer-based workstation for prolonged periods of time.
• Must be able to make general decisions requiring judgement and perform activities requiring sustained concentration.

EQUAL EMPLOYMENT OPPORTUNITY:

USA DeBusk is an equal opportunity employer, and we thrive on our differences for the benefit of our employees, our customers, and our community. It is our policy to provide equal opportunities in all decisions related to hiring, training, and promoting regardless of race, religion, color, gender, disability, national origin, ancestry, age, military status, sexual orientation, marital status or any legally protected characteristic or class.

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